「Qualification master」is a function that manages the holding and expiry dates of qualifications issued externally or in-house—such as licenses, in-house certifications, and health checkups—on a per-person basis. It centralizes who has what and when it expires, notifies the person and their manager before expiry, and connects them to refresher training completion.

The Qualification feature is available on Core plan and above (Core / Pro / Enterprise). Open it from [Training management] → [Qualification master] in the sidebar. Only owners, team administrators, and group administrators can access the screen. Guests are not subject to management.

● Qualification page (Expiry alert)

Difference between "Training (Courses)" and "Development (skill map)"

Training management divides roles across three layers.

Training (Courses): Bundle and distribute SOPs that must be watched. A system to track if people have viewed them
Development (skill map): Define required competencies by group and evaluate progress with level ratings
Qualification master: A ledger to see whether someone is qualified to perform a task. Values are tracked as "have/do not have" and "expiry date"—when the deadline passes, the qualification becomes invalid

Unlike the skill map, qualifications belong to a person, not a group. When someone transfers, their qualification records move with them.

Permissions

Owner / Team Administrator: All team members are covered. Can set up team-common definitions (add/edit/archive qualifications, bulk import, set "People who need the qualification")
Group Administrator: Covers their own group and subordinate members. Can register holdings, update expiry dates, and approve requests, but cannot change team-common definitions
Individual: Can apply for qualifications they have obtained from the [Qualification master] tab on their personal page

Excel export follows the owner setting for "Skill map export permission."

Screen layout

The Qualification page has six views that can be switched at the top.

Expiry alert: Lists expired and expiring-soon qualifications in order of urgency. Usually you only need to check this view
Holding status: A person × qualification matrix. Register or update from the cells
People who need the qualification: For each group (department, process), set who should hold the qualification and see how many are short
Qualification master: Manage the definition of qualifications themselves
Pending approval: Approve or reject applications from individuals. A badge shows the count
Performed without qualification: Records (audit trail) of when someone opened an SOP without meeting the required qualifications

Expiry alert and holding status can be filtered by group.

1. Register a qualification (Qualification master)

First, register "what qualifications to manage" as a team-common definition. Do this from [Add qualification] in the top right (owner / team administrator only).

Basics

Qualification name (required): Example—"Lifting supervisor training," "Forklift operator training," "In-house certified crimping grade A"
Category: Statutory / In-house / Customer requirement / Health checkup / Other
Issuing body (default): The initial value when registering a holding record

Expiry / refresher

Has an expiry date: Turn on to set Validity period (months). When you enter the acquisition date in a holding record, the expiry date is automatically calculated from here
Run refresher training periodically in-house: Turn on to set Refresher training cycle (months). Use this when the license itself is permanent but in-house policy requires "refresher training every 3 years." You can hold this separately from the expiry date
Notification timing (days before): Default is 90 days before and 30 days before. When this number of days is reached, the status becomes "expiring soon" and a reminder email is sent

Fields required at registration

Require the certificate number to be entered
Require a certificate file attachment

Training for obtaining or renewing this qualification

Training course: Link a course created in Training (Courses). Intended for in-house training materials or refresher courses
When expiry is approaching, automatically assign the training course above: Turn on to automatically assign the course to people who have entered the notification window during daily reminder processing

● Adding a qualification

If you change the validity period or refresher cycle later, it only affects the default values for new holding records. Registered expiry dates do not change (because the date on the certificate is the source of truth).

Unused qualifications can be archived to remove them from the list. Holding records remain.

2. Register who holds what (holding records)

Click [Register holding].
Enter Acquisition date (required). If the Qualification master has set a validity period or refresher cycle, Expiry date and Next refresher are filled automatically (you can edit them).
As needed, enter Certificate number, Issuing body, and Notes.
Attach a copy of the license or similar under Certificate attachment. Only the person and administrators can view attachments.
[Save].

● Registering a holding record

Renewal (retraining) is not an overwrite; instead use [Register a renewal (retraining)] to layer new records on top. Previous acquisition history does not disappear, and renewal dates are preserved. The record valid furthest into the future is treated as the "current holding."

For license surrender or in-house certification cancellation, use [Revoked / surrendered] (this is recorded separately from expiry). Operation history is kept per qualification.

3. Individual applies / administrator approves

Individuals can apply to register qualifications they have obtained themselves.

Open [Open personal page] from the user menu in the top right, then select the [Qualification master] tab.
Switch the view to [All qualifications] and click [Apply] for the target qualification.
Enter the acquisition date and click [Apply]. Attaching a copy of the certificate speeds up approval.

When submitted, an email reaches the team administrator, and the application appears in [Pending approval] on the Qualification page. The administrator reviews the content and chooses [Approve] or [Reject]. Rejection requires a reason, which is kept in the email to the person and in the history. The person is notified of approval or rejection by email.

Until approved, the holding does not count as valid.

4. What happens as expiry approaches

The qualification status changes as follows:

Valid / Expiring soon (entered notification window) / Expired (past the deadline)
Pending approval (application in process) / Rejected / Revoked / Not acquired

The deadline used is whichever comes first: Expiry date or Next refresher. If in-house refresher training is due soon, it is displayed separately from license expiry.

Reminder emails are sent at the notification timings in the Qualification master (default 90 days before and 30 days before), on the day itself, and when overdue. The person receives one email individually; the administrator receives one team summary email. When you register a renewal and the deadline changes, notifications reset automatically.

If "When expiry is approaching, automatically assign the training course above" is turned on in the Qualification master, the refresher course is assigned to the person when they enter the notification window. You can also manually assign it from the expiry alert list.

5. Decide who needs the qualification (by group)

[People who need the qualification] shows, by group (department, process), who should hold a qualification and whether the requirement is met (only owner / team administrator can set this).

Select the target group and qualification.
Enter the number needed. Leaving it blank means "everyone in that group should hold it."
Once added, the counts appear: holders, expiring soon, expired, not acquired, and shortfall.

If you select a parent group, subordinate groups are also included. You can also target only direct members of the group.

6. Link "Required qualification" to SOPs

You can set on the SOP side which qualifications are required for a task.

Open the SOP editing screen and open the [Required qualification] setting.
Select the qualifications needed for this task (they save when you select them, like tags).

When someone without the set qualifications opens that SOP, a warning appears on the playback start screen. The text varies by status: "Not acquired," "Expiry date has passed," "Application pending approval," etc. If expiry is near, guidance to update appears as well.

Viewing is not blocked. This is so work doesn't stop while qualification records are being caught up. Instead, a record of "opened an SOP without meeting required qualifications" is kept in [Performed without qualification] for later review.

Because required qualifications attach to the SOP base, they carry over when you revise the SOP.

● Start screen warning

7. Set "Prerequisite qualifications" for a training course

「Qualifications required before taking this course」are set in the [Prerequisite qualifications] field on the Training (Courses) editing screen. When assigning the course, people who do not meet the prerequisite qualifications are listed by count. The assignment itself is not blocked, so you can decide whether to have them get the prerequisite first or proceed anyway.

This is the reverse direction of "Training for obtaining or renewing this qualification" in the Qualification master. That goes qualification → course (courses to take to obtain/renew the qualification); this goes course → qualification (qualifications to hold before taking this course).

8. Import your existing Excel spreadsheet

Use [Bulk import] in the top right to read an existing qualification spreadsheet as-is (owner / team administrator only).

[Download] the template or drag your own Excel/CSV file as-is (Shift-JIS CSV is auto-detected).
Match employees in the 「Name」or 「Email」 column and the Qualification master in the 「Qualification name」 column. Header name variations are absorbed.
A row-by-row preview appears before import. You can see right away which rows have no match for the person or have unreadable acquisition dates.
Confirm with [Import 〇 records].

Even if the expiry date column is blank, it is auto-calculated from the Qualification master validity period. Options let you choose to "Skip rows that are already registered" and "Create unregistered qualifications in the master."

9. Export to Excel

[Export to Excel] in the top right exports holding status, deadlines, and whether required qualifications are met. Only what you can see is exported (group administrators see only their area). From the [Qualification master] tab on a personal page, you can export that individual alone.

Frequently asked questions

Can someone with an expired qualification open an SOP?
Yes. A warning appears on the start screen, but viewing is not blocked. The fact that they opened it is recorded in "Performed without qualification."

What happens to qualifications when someone transfers?
Because qualifications belong to the person, holding records carry over even if the group changes.

When I register a renewal (retraining), does the old record disappear?
No. New records layer on top, and the one valid furthest into the future is treated as "current holding."

Who can see a copy of the certificate?
Only the person and administrators.

Can I manage a guest's qualifications?
No. Guests are outside the scope of tracking and management. If you need to manage their qualifications, change them to a standard account.

Training (Courses): how to create, assign, and view progress (used for refresher training and prerequisite qualifications)
Personal page (view one person across "Training / Development / Usage" in three tabs)
What is the Skill Map? / How to read Skill marks (entry point for the development layer)

Managing qualifications (licenses, in-house certifications, health checkups): expiry dates